Configuring SMTP

For Palmr to function with all its best features, you need to configure an email server. To make this process easier, there's a built-in configuration panel inside Settings in Palmr. However, only users with an ADMIN profile can access and configure these settings.

This guide walks you through the complete process of setting up SMTP for your Palmr installation, ensuring that email-dependent features work seamlessly.

Why configure SMTP?

Configuring SMTP is essential for enabling key email functionalities that enhance the user experience and ensure proper system operation.

The main functionalities that depend on SMTP configuration are:

Password Reset – Users who forget their password and cannot access the Settings panel need this feature to regain access to their accounts.
Email Notifications – Recipients will receive email notifications when new shares are sent to them, keeping them informed about shared content.

Without proper SMTP configuration, these features will not work, potentially leaving users unable to recover their accounts or stay informed about shared files.

Now, let's go through the step-by-step process to configure the SMTP Server.

Accessing SMTP settings

To configure SMTP settings, you'll need administrative access to the Palmr settings panel.

Prerequisites

Before beginning the configuration process:

Ensure you have ADMIN user privileges in Palmr
Have your SMTP server credentials ready
For Gmail users, prepare to generate an App Password

Navigating to settings

To access Settings, an ADMIN user must click on the profile picture in the header and select Settings from the dropdown menu.

Once inside the Settings panel, click on the Email card to expand the SMTP configuration options.

Closed Settings Card

After expanding the card, the following SMTP configuration fields will appear:

Opened Settings Card

Configuring SMTP server

The SMTP configuration process involves enabling the service and configuring the necessary connection details.

Enabling SMTP

The first step is to enable SMTP by selecting "Yes" in the SMTP Enabled field.

SMTP Enabled

Configuration fields

Once SMTP is enabled, you can configure the following fields:

Basic SMTP Configuration

SMTP Server – The SMTP server address provided by your email service. For Gmail, use smtp.gmail.com (this is the recommended option and set as default).

SMTP Port – The server port used for connections. For Gmail, the standard port is 587 (TLS encryption).

SMTP Username – The username for authenticating with your SMTP server. For Gmail, enter your complete email address.

SMTP Password – The password for SMTP authentication. For Gmail, you must use an App Password (not your regular email password).

Email Sender Configuration

Sender Name – This will appear as the sender's name in all outgoing emails. Use a recognizable name like "Palmr" or your organization name.

Sender Email – The email address from which notifications will be sent. Use a professional address like "noreply@palmr.app" or "notifications@yourdomain.com".

Advanced Configuration Options

Connection Security – Choose the appropriate security method for your SMTP server:

Auto (Recommended) – Automatically selects the best security method based on the port
SSL (Port 465) – Uses SSL encryption for the entire connection
STARTTLS (Port 587) – Uses STARTTLS to upgrade a plain connection to TLS
None (Insecure) – Uses plain SMTP without encryption (only for development/testing)

No Authentication – Enable this option for internal SMTP servers that don't require username/password authentication. When enabled, the username and password fields will be hidden.

Trust Self-Signed Certificates – Enable this option to trust self-signed SSL/TLS certificates. This is particularly useful for development environments or internal SMTP servers with self-signed certificates.

Field Behavior and Dependencies

Conditional Field Display: The SMTP configuration uses intelligent field display:

All SMTP fields are hidden when SMTP is disabled
Username and Password fields are automatically hidden when "No Authentication" is enabled
Test Connection button only appears when SMTP is enabled

Field Validation: The system provides real-time validation:

Required fields are checked before testing connections
Authentication fields are validated unless "No Authentication" is enabled
Connection testing validates all settings before saving

Testing Configuration

Test SMTP Connection – Use this button to test your SMTP configuration before saving. This will verify that all settings are correct and the connection works properly.

Test Button Features:

Real-time validation of all required fields
Informational tooltip explaining the test process
Loading state with spinner during connection test
Success/Error messages with detailed feedback
Uses form values (not saved settings) for testing

Important security note

Important: If using Gmail, you need to generate an App Password instead of using your standard email password. This provides better security and is required for applications like Palmr.

For other email services, consult the official documentation of the service provider you are using. We recommend using Gmail for its simplicity, reliability, and reasonable email sending limits.

Generating a Gmail App Password

Gmail requires App Passwords for third-party applications to ensure account security while maintaining functionality.

Step-by-step process

To generate an App Password for Gmail:

Access Your Account: Go to Google My Account
Navigate to Security: Select the Security section from the menu
Find App Passwords: Scroll down to locate App Passwords (you may need to enable 2-factor authentication first)
Generate Password: Create a new password specifically for Palmr
Save Securely: Copy and store the generated password safely

Additional resources

For a complete guide with screenshots and detailed instructions, refer to: How to set up SMTP credentials with Gmail.

Gmail configuration summary

When using Gmail, your final settings should be:

SMTP Server: smtp.gmail.com
SMTP Port: 587
SMTP Username: Your Gmail address
SMTP Password: Generated App Password (16 characters)
Connection Security: Auto (Recommended) or STARTTLS (Port 587)

Other email provider configurations

While Gmail is recommended for its simplicity, Palmr supports various email providers. Here are common configurations:

Outlook/Hotmail

SMTP Server: smtp-mail.outlook.com
SMTP Port: 587
Connection Security: STARTTLS (Port 587)
Authentication: Username and password required

Yahoo Mail

SMTP Server: smtp.mail.yahoo.com
SMTP Port: 587 or 465
Connection Security: STARTTLS (Port 587) or SSL (Port 465)
Authentication: App-specific password required

Custom SMTP Server

SMTP Server: Your server's hostname or IP address
SMTP Port: Usually 25, 587, or 465
Connection Security: Choose based on your server's capabilities
Authentication: Configure according to your server's requirements
Trust Self-Signed Certificates: Enable if using self-signed certificates

Testing your configuration

After completing the configuration, it's important to verify that everything works correctly.

Using the Test Connection feature

Palmr provides a built-in Test SMTP Connection button that allows you to verify your configuration before saving:

Fill in your SMTP settings – Complete all required fields in the SMTP configuration
Click "Test Connection" – This will attempt to connect to your SMTP server with the current settings
Review the results – You'll see a success message if the connection works, or an error message with details if it fails
Save your settings – Once the test is successful, save your configuration to make it permanent

Note: The test connection uses the values currently entered in the form, not the saved settings. Make sure to save your configuration after a successful test.

Validation steps

Save Settings: Apply your SMTP configuration in the Palmr interface
Test Password Reset: Try the password reset feature with a test account to ensure emails are sent
Test Notifications: Create a test share to verify that notification emails are delivered
Check Email Delivery: Confirm that emails arrive in the recipient's inbox (not spam folder)

Troubleshooting common issues

If emails are not being sent:

Verify all fields are filled correctly – Ensure all required fields have valid values
For Gmail, ensure you're using the App Password – Not your regular email password
Check that your email provider allows SMTP connections – Some providers require specific settings
Confirm that port 587 is not blocked by your firewall – Check both local and network firewall settings
Verify the SMTP server address – Double-check the hostname for typos
Test with different security settings – Try different Connection Security options if one fails

Troubleshooting self-signed certificate issues

If you're using an SMTP server with self-signed certificates and encountering connection errors:

Enable Trust Self-Signed Certificates – In the SMTP settings, enable the "Trust Self-Signed Certificates" option
Use Appropriate Security Method – Choose the correct security method for your server:
- For servers requiring TLS: Use "STARTTLS (Port 587)" or "SSL (Port 465)"
- For development servers without encryption: Use "None (Insecure)"
Verify Server Configuration – Ensure your SMTP server is properly configured to accept connections on the specified port
Test Connection – Use the "Test Connection" button to verify your configuration before saving

Note: The "None (Insecure)" option should only be used in development environments or with trusted internal servers, as it transmits data without encryption.

Troubleshooting authentication issues

If you're experiencing authentication problems:

Check username and password – Ensure they are correct and match your email provider's requirements
For Gmail users – Make sure you're using an App Password, not your regular password
Enable "No Authentication" if applicable – For internal servers that don't require authentication
Verify account settings – Some providers require enabling "Less secure app access" or similar settings

Common error messages and solutions

The SMTP configuration system provides specific error messages to help you troubleshoot issues:

"SMTP is not enabled. Please enable SMTP first."

Solution: Enable the "SMTP Enabled" toggle before testing

"Please fill in SMTP Host and Port before testing."

Solution: Ensure both SMTP Server and SMTP Port fields are filled

"Please fill in SMTP Username and Password, or enable 'No Authentication' option."

Solution: Either provide authentication credentials or enable "No Authentication"

"SMTP connection failed: [specific error]"

Solution: Check the specific error message for details about the connection issue

Finalizing SMTP configuration

After entering the correct information and testing the functionality, save the settings.

Your Palmr installation is now ready to:

Send password reset emails to users who need account recovery
Deliver share notifications to recipients automatically
Provide a complete user experience with reliable email communication

With SMTP properly configured, users can take full advantage of Palmr's email-dependent features, ensuring a smooth and professional experience when sharing files and managing their accounts.

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